USDA Food Program Timelines for Schools

Events Occuring During School Year 2011-12

Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May

July 2011	Event
Mid-month	DPI sends invoices to SFAs who have an outstanding handling charge balance from 2010-11 school year.
4th week	School Food Authorities (SFAs) participating in Direct Diversion and Cheese Processing who have an inventory balance remaining at processors at end of the 2010-11 school year will receive notification from Department of Public Instruction (DPI). The notification is a reminder to use carry over inventory by 10/31/11 or this inventory will be zeroed out.
August 2011	Event
1st Week	DPI mails out Back to School Packet to all SFAs.
Mid-month	DPI mailing to all SFAs regarding SY 2012-13 Direct Diversion option and direct diversion food show information. All information also posted to DPI web site. Packet includes the following information: Cover Letter Direct Diversion Questions, Answers & Examples School District’s Responsibilities with Direct Diversion Direct Diversion Timelines Direct Diversion Events
September 2011	Event
1st Week	Processors’ “Intent to Participate” forms for SY 2012-13 direct diversion due to DPI.
Mid-month:	List of eligible direct diversion processors for SY 2012-13 available for SFAs. List posted on DPI website.
End month:	Commercial distributors receive list of eligible processors from DPI.
October 2011	Event
4th Day:	Direct Diversion Food Show held.
4th Day:	DPI holds training sessions for Direct Diversion.
2nd Week:	SFAs begin SY 2012-13 procurement process for direct diversion vendors, following federal, state, and local procurement regulations. Coordinate commercial distribution bid with your processing bids.
Mid-month	Direct Diversion information posted to DPI website. Notification regarding availability of information sent to all SFAs. Posting will include: List of interested processors Processor’s contacts, include websites, if available Worksheet for calculating yields/pounds to commit RA procurement guidance (USDA) Direct Diversion timelines (includes direct diversion agreement information and where to find agreement)
November 2011	Event
1st Week	DPI mailing to vendors for Cheese Processing for SY 2012-13 participation.
15th Day:	USDA releases SY 2012-13 USDA food values.
End month:	DPI mails out SY 2012-13 Commercial Distribution packets to all SFAs.
End month:	Commercial distribution information available on DPI website.
End month:	DPI awards SY 2012-13 statewide processing bids.
December 2011	Event
1st Week	DPI deadline for interested cheese processing vendors.
6th Day:	DPI holds training session for New Program/New FS Manager.
Mid-month:	SFAs select SY 2012-13 direct diversion vendors, using the appropriate procurement process. SFAs must verify commercial distribution of selected processed products with their distributor(s).
Mid-month:	DPI monitors SY 2011-12 DoD Fresh Produce entitlement dollar spending and sends an email reminder to SFAs with no current year spending or limited current year spending.
January 2012	Event
1st Week	DPI mails out SY 2012-13 Annual Order packets to all SFAs (includes DoD information, cheese processing information, state processed products and actual annual order instructions).
1st Week	For SFAs participating in the SY 2012-13 statewide processing program but choosing commercial distribution, schools begin procurement process of commercial distributor.
Mid-month	SFAs select SY 2012-13 direct diversion vendors, using the appropriate procurement process. SFAs must verify commercial distribution of selected processed products with their distributor(s).
15th Day:	SY 2012-13 Annual Online USDA Food Order Survey opens. (This includes ordering for DoD, cheese processing, statewide processed products, and direct diversion commitments/vendors.)
February 2012	Event
1st Day	SY 2012-13 Direct Diversion Agreements with DPI due back from SFAs.
10th Day	SY 2012-13 Annual Online USDA Food Order Survey closes at midnight.
15th Day	First Three Months of Fruit and Vegetable Order for SY 2013-14 Opens
27th Day	First Three Months of Fruit and Vegetable Order for SY 2013-14 closes at midnight.
March 2012	Event
Beginning Month	DPI monitors SY 2011-12 DoD Fresh Produce entitlement dollar spending and will re-allocate unspent entitlement dollars as necessary.
End Month	Deadline for SFAs to submit SY 2012-13 DPI/SFA Commercial Distribution contract to DPI.
End Month	SFAs to have a valid contract with commercial distributor for SY 2012-13.
End Month	Deadline for SFAs to submit SY 2012-13 DPI/SFA commercial distribution contract to DPI.
End Month	DPI sends email notification to all SY 2011-12 direct diversion SFAs with a reminder to look at all inventory balances at processors, including cheese processors.
April 2012	Event
First Half	DPI sends to direct diversion processors list of SY 2012-13 participating schools and commitments for each participating school.
Mid-Month	DPI provides a list to all distributors to confirm approved contracts (confirmation of contracts from SFAs must be completed prior to this task) for SY 2012-13.
23rd Day	SY 2013-14 Fruit and Vegetable Order Survey 2 opens.
May 2012	Event
1st Day:	Confirmation from distributors due back to DPI.
4th Day	Fruit and Vegetable Order Survey 2 for SY 2013-14 closes at midnight.
1st Week	Email from DPI to all SY 2011-12 direct diversion SFAs with reminder of carryover policy and to utilize their inventory as best as possible (includes cheese processing).
1st Week	DPI mailing to SFAs regarding CARS report location.
Mid-Month	For SFAs using commercial distribution for the SY 2012-13, DPI sends commercial distributors’ monthly order estimates.

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For questions about this information, contact Antonio D. Ante (608) 266-3615

Last updated on 4/4/2012 10:43:13 AM